Job Description

Administrative Associate

Status:

Regular, Full time

Location:

London, Ontario

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Reporting To:


Administration Manager


Key Accountabilities:


(25%) Billing: Invoice all customers for their purchases


(25%) Receiving: Receive all purchased incoming goods in our Rubicon ERP system


(25%) Accounts Payables: Process vendor invoices for payment in our Rubicon ERP system and all company expenses in Workday


(15%) Process materials and empty reels returned from customers and to be returned to vendors


(10%) General Administrative Support


Main Responsibilities:

Ensure all job functions are performed under our Standard Practice Instruction (SPI) Manual. Generate and issue accurate customer invoices promptly. Prioritize daily tasks and assist with office planning to ensure smooth workflow and alignment with company goals and proper SOPs. Answer inbound phone calls in a professional and timely manner as required, and redirect calls to appropriate departments; Take initiative and assist co-workers when needed (backing up hours for co-workers on vacation); Participate in meetings as required, taking notes and providing documents and meeting minutes; Handle all incoming and outgoing mail; Assist with reporting, documentation, presentations, and other items as required; Maintain organized physical and electronic filing systems and spreadsheets to ensure records are easily accessible and up-to-date; Work with our Receiving Department in a coordinated manner to process all incoming material for inventory in our ERP system, solving issues when needed; Bill customer invoices for all orders that have shipped out or picked up, in a timely and accurate manner; Provide after billing sales support to customer orders as needed; Accounts Payables: process all vendors and suppliers' invoices for payment in our ERP system; Answer vendors and suppliers' inquiries regarding payments and statements; In collaboration with Sales, Logistics and Receiving departments, ensure that all customer returns are processed in our ERP system; Process payments on the credit card machine from customers out of London, as requested by Sales teams; Close the debit machine daily, generating and sending reports to our Credit Department; Order all London office and warehouse supplies, keeping track of goods delivered; Keep the coffee bar stocked and organized; Ensure that conference rooms, meeting rooms and reception areas are organized and clean; Maintain contact lists; Assist with monthly birthdays and other internal events and celebrations; Handle sensitive company information with discretion, adhering to confidentiality policies and guidelines; Ensure that all office operations are compliant with internal procedures; Perform any other duties as required by management.

Qualifications:

High school diploma (post-secondary education is considered an asset); Ideally 1-2 years of experience as administrative assistant or similar role; Excellent verbal and written communication skills; High level of computer skills, including Microsoft Office programs (Excel, Outlook); Detail-oriented with excellent organizational and time management skills; Proactive, positive and professional attitude; Highly motivated, creative thinker with good problem-solving skills; Good interpersonal and communication skills written and spoken; Comfortable interacting with team members, clients, and vendors; Ability to work as a team player as well as an independent thinker; Ability to multitask and prioritize tasks efficiently in a fast-paced work environment; Ability to show flexibility in response to change and accommodate new methods and procedures; Strong ability and desire to develop and grow skills.

What's in it for you

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We are a major player, involved in the energy transformation in Canada. Certifiedas a Great Place to Work, we offer a dynamic work environment with great career opportunities. We promote autonomy and decision making.

What sets us apart is our:

Annual profit-sharing offered to all in addition to our competitive compensation: rewarding accomplishments is part of our culture. A strong national network offering real opportunities to grow: our people make the difference.

Among our benefits:

Flexible group insurance plan customizable to your needs. Free health resources available 24/7: Telemedicine and Employee Assistance Program (EAP). Group RRSP with employer contribution and TFSA. Postsecondary Scholarship Program for our employee's children. Charging terminals available at our facilities. Years of Service Recognition Program.

Come build your career with us, a growing network where our people make it happen!



Our recruitment process ensures equality and diversity. Please note that only successful candidates will be contacted.

I

t

is a certification within a larger organization.*